The Vanderbilt University Office of Conferences offers a unique 10-week summer housing program for summer academic non-VU interns and researchers from Sunday, May 29, 2022 through Saturday, August 6, 2022 for qualified college students. Eligible individuals must be enrolled in a degree-seeking program and actively involved in a summer research or internship program that has an educational component in the Nashville area. Eligible interns must not be a Vanderbilt student to enroll in the Summer Academic Intern Housing Program.
*Vanderbilt students with an internship will sign up for housing through your housing portal. Your housing application will be available later this spring.*
Participants in this program must be at least 18 years of age or older and must stay for at least a three week period.
We are currently offering a limited amount of traditional single rooms, traditional double rooms, as well as single rooms in a shared four suite in E. Bronson Ingram. Communal bathrooms are located on each floor and communal kitchens are available in each building.
Available suites include single rooms, one restroom, a communal living area, a kitchenette with a full size refrigerator and microwave. Rooms are assigned on a first come, first served basis.
We offer our participants first-rate accommodations at competitive prices! All summer academic interns will be housed in the same complex, giving residents the opportunity to interact with peers and other summer academic interns from across the country. Our primary concern is to provide a clean, attractive and safe place to reside while you are away from home. Exterior Residence Hall doors are automatically locked 24 hours a day with access granted by a magnetic Vanderbilt ID which will be provided to participants at check-in. For security purposes, Allied Universal Security Officers will be checking photo ID’s of all individuals entering the Residence Halls.
Vanderbilt is a pedestrian campus. Parking on campus comes at a premium. Parking will be sold separately through Vanderbilt University Traffic & Parking. Interns will need to visit the parking office in person with a photo ID, vehicle registration, and proof indicating you will be participating in our intern housing program. The flat summer parking fee is $155.
All Summer Academic Interns will be required to complete Vanderbilt's online Sexual Misconduct Prevention Module (formerly Haven) prior to acceptance into our unique summer housing program.
Prior to arrival on campus, Academic Interns must complete an application to obtain a Vanderbilt ID. Part of the process will be to upload a photo that will be used for identification when gaining entrance into your residence halls.
These special housing accommodations are designed to house serious academic students only. We expect all participants to follow all University policies and procedures, as well as Tennessee laws. Vanderbilt University reserves the right to evict students found to be in violation of University policy and/or Tennessee Law, and your payment(s) may be forfeited.
Please click on each tab to learn more about our Summer Academic Internship Housing Program. We hope you make Vanderbilt your summer destination!
Please be advised registration will close on Monday, May 3, 2022 at 12PM. Spots are limited and may sell out before the deadline. Please email firstname.lastname@example.org if you wish to be added to the 2022 Housing Wait list after registration is closed.
This special housing option has been designed to accommodate students working directly with Vanderbilt departments as well as organizations offering learning opportunities in Nashville’s business and non-profit communities. Accommodations are available for Non-Vanderbilt researchers, interns and students working on special projects. Proof of internship/research must be provided to the Office of Conferences with your registration.
We are only able to offer our Academic Intern Housing Program during the summer season from Sunday, May 29, 2022 through Saturday, August 6, 2022. Enrolled Vanderbilt students occupy these spaces during the fall and spring semesters.
The minimum stay is 21 nights. However, we suggest a minimum of 30 nights to avoid being charged the Metro City Tax ($2.50/night) or Davidson County Accommodation tax (6%).
Vanderbilt’s Academic Intern Housing is very popular and rooms are reserved on a first come, first serve basis (and fill up quickly!). A wait list will be created after all spots have been filled. There is a $250 non-refundable deposit to reserve a room. The deposit will be applied to the total cost of your housing.
You must be paid in full before you move in, NO EXCEPTIONS.
Please contact the Office of Conferences at 615.343.8699 or email Bridget.email@example.com if you need to change your dates or cancel your application. Cancellations can be made without penalty up to 14 days prior to your scheduled arrival date on campus, less the $250, which serves as the mandatory deposit.
Our Summer Academic Internship Housing Program participants will reside on campus in a traditional double room, traditional single room or in a single room in a shared suite. Summer Academic Intern Housing is available on a first come, first served basis. There is a minimum stay requirement of three weeks. All housing fees must be paid in advance, prior to arrival on campus. A $250 non-refundable deposit is required to reserve your spot, and will be forfeited if you terminate your contract early or make changes to the number of nights in which you originally were contracted.
*After May 2, 2022, full payment is due with your room reservation.*
Traditional Doubles and Traditional Singles will use communal restrooms located along the hall. Only Suites have a shared bathroom within the suite. All gender restrooms are located along the halls as well.
Traditional Double Room – The cost is $40.00 per night, per person and this rate does not include applicable taxes. Doubles are available on a first come, first served basis. Roommate preferences can be requested, but are not guaranteed. Double rooms consist of two beds in the room.
Traditional Single Room – The cost is $45.00 per night, per person and this rate does not include applicable taxes.
Singe Room in a Shared Suite – The cost is $50.00 per night and this rate does not include applicable taxes. Suites-singles are available on a first come, first served basis. Suite-mate preferences can be requested, but are not guaranteed.
These special housing accommodations are designed to house serious students only and proof of your internship/research must be provided to the Office of Conferences during the application process. Although there will be Resident Advisers and Conference & Event Coordinators assigned to live among the interns, Summer Academic Interns will be expected to regulate their own behavior and confront inappropriate conduct. University Housing officials expect all participants to follow all University policies and procedures, as well as Tennessee laws. There will be a mandatory 24/7 Quiet Hours policy in effect at all times throughout the summer. Vanderbilt University reserves the right to evict students found to be in violation of University policy and/or Tennessee Law. Those found in violation of Tennessee laws or in violation of university policy may be quickly removed from the Academic Intern Housing Program by law enforcement. The offender’s housing contract will be terminated and housing payment forfeited.
Employers and Group Sponsors
Through the Vanderbilt Office of Conferences, the Summer Academic Intern Housing Program is equipped to offer a one-stop shop. Best of all, you will receive a single invoice including all services rendered.
*Any Vanderbilt students in your group will register for summer housing through their housing portal as Vanderbilt students will be housed together this summer. Please do not register any Vanderbilt students here. Their registration process will be available this spring.*
Room assignments will be done through the Office of Conferences and we will do our best to keep your groups together. Please let us know as soon as possible if any of your interns have special circumstances that need to be accommodated.
Full payment is due by May 2, 2022.
The Summer Intern Housing Program is able to accept a check from a business or non-profit, a Cashier's Check, or a Vanderbilt departmental transfer. We cannot accept credit cards, cash, money orders or personal checks for housing sponsored by an internship.
Please choose the CHECK option found in the drop-down under "credit card" at check out. Please see example below.
Please contact the Vanderbilt Conference Office at 615.343.8699 or Bridget.firstname.lastname@example.org if you have any questions.
]Modern amenities and utilities are included in the daily rate. This includes a completely furnished bedroom, community kitchens and laundry facilities on-site, study spaces, TV hook-ups, and high-speed wireless internet Ethernet access.
All bedrooms include a twin bed, a dresser, closet, desk, and desk chair. You may want to bring a study lamp with you. University furniture may not be removed for any reason.
All rooms are clean, furnished and air conditioned.
Traditional single rooms and traditional double rooms consist of a dresser, closet, desk, and desk chair.
*Please note: traditional single and double rooms do not have bathrooms, refrigerators or microwaves in the room.*
We also offer a single room in a four person suite which are assigned on a first come, first served basis. Suite-singles will be listed as sold out when they are no longer available.
The suite’s common areas include one lounge chair, one love seat, one dining table, dining chairs, one coffee table, and a kitchenette (no stove or oven). Lamps are provided for the living room. These shared suites come furnished with a couch and chairs in the common living room. Each kitchenette has a microwave (NO STOVE or OVEN), a sink, refrigerator and cupboards. Each suite has one shared bathroom. Custodial service is provided in the common area baths ONLY once a week.
Roommates can be requested for suites. All requests must be mutual and singles in suites must be still available upon registering.
We do allow coed rooms and suites, however, the requested roommates and suite mates must fill an entire suite. For example, if Ben requests to room with Mary, John, and Susan; Mary, John, and Susan must also request Ben as a suite mate, as well as each other. We will not approve a coed suite unless all willing individuals who have submitted the same suite mate request are in agreement.
GROUP SPONSORS PLEASE NOTE: Please let us know as soon as possible if any of your interns have special circumstances that need to be accommodated with their room selection.
Lost Key: Please call the Office of Conferences at 615.566.7032, and a staff member will meet you at the Building’s reception desk to provide a loaner key. The Conference & Event Coordinator (CEC) will then wait for you to return with the loaner key within 5 minutes. If your key is lost, the lock and keys must be replaced; for a lost key there is a charge of $100. Please be prepared to show proof of identification for assistance with lockouts.
Lost Card: Please report your lost temporary access card by calling our 24-hour emergency line at 615.566.7032 to receive a replacement access card at a cost of $50. A Conference & Event Coordinator will be able to give you a temporary access card. You are responsible for replacing your own Intern Housing Photo ID if it is misplaced. This can be done by visiting the Commodore Card Office located in the Sarratt Student Center. Please note their hours here.
Dumpsters are available on the exterior of each building. Directions to the dumpsters will be displayed in each building. Interns caught using the common room trash cans will be fined $50.
Non-Vanderbilt interns cannot receive mail on campus and no packages can be delivered to the residence halls. All University mailboxes are already assigned to enrolled students and offices. If you are interested in receiving mail, we encourage you to obtain a PO Box from the Acklen Post Office, the local FedEx Kinko’s or one of the UPS Stores located near campus. You can set up a P.O. Box in person at the UPS Store on West End.
You can submit Maintenance requests here. All participants should place non-emergency maintenance requests through our on-line system. Should you have an emergency maintenance request, please contact the Conference Coordinator on duty at 615.566-7032 for immediate assistance.
Interns will have access to community kitchens in E. Bronson Ingram. Kitchens include a refrigerator, oven, stove, microwave, dishwasher, and sink. You must supply your own cookware and utensils. As these are communal kitchens, we encourage you to be mindful of your belongings and to not leave them in the kitchen.
*Please note: Vanderbilt University is not responsible for any items interns leave in the kitchens.*
Guests in the Summer Intern Housing Program may purchase meals by visiting Vanderbilt Campus Dining between 9 am and 4 pm Monday – Thursday at noon on Fridays.
For Campus Dining locations, hours, and menus, click here. All unused meals expire on August 6, 2022.
Check-in: Academic Intern Housing Check-in will begin at 9:00 AM on Sunday, May 29th at E. Bronson Ingram Front Desk until 8:00 PM that evening. However, please only arrive on your scheduled check-in date listed on your application. You will only be allowed to check in on your scheduled day. You will receive your room number and key at check-in. You will have 20 minutes to unload E. Bronson Ingram and you must have your hazards on if your car will be left unattended.
E. Bronson Ingram Front Desk may not always be staffed. If staff is not present when you arrive, please call the 24 hour duty phone 615-566-7032.
To check-in you will need a form of official ID and YOU MUST be paid in full. You can return to your registration here to complete payment. If you are prompted for a code after logging in, please use Summer22. If you are part of a sponsored group, your housing has been covered and you will not need to make a registration and pay.
Check-out: Academic Intern Housing Check-out will begin at 9:00 AM on Saturday, August 6th at E. Bronson Ingram Front Desk until 11:00 AM. No exceptions. Staff and security will begin room checks promptly at 11:01 AM.
If your check out date is before August 6th, you may check out at the desk or use the Express Check Out box located in the lobby. All room keys and access cards must be returned upon check-out. If a key is lost or not returned upon check-out, you will need to pay a $100 fee to replace it with a $50 fee for lost access cards.
Do NOT check out until you have completely moved out of your room/apartment, have cleaned it and removed all trash. If you return your key and access cards before completing your move out, you may be charged an improper check out fee and/or for the additional night(s) you or your items remain in the apartment.
Any items left in the apartment will be discarded. It is important to leave the room in the condition you received it. Please ensure you clean your bedroom and any common areas you used, including the bathroom.
Vanderbilt University will no longer require masking or physical distancing indoors. The change is effective immediately and aligns the university with recent CDC guidance that classifies Davidson County in the “medium” COVID-19 community level.
Individuals will have the option of wearing a mask indoors, including in classrooms, offices, labs, dining and community spaces.
“Mask optional” means it is an individual’s choice whether to wear a mask or not. The university will continue to support those who want to wear a mask at any time for any reason, and expects all community members to respect one another as well. There will no longer be physical distancing requirements, whether an individual is masking or not.
Information regarding masking and capacity protocols within VUMC buildings can be found on the VUMC website.
As always, university leaders will continue to monitor trends and work with public health experts to update campus policies if needed.
More information on testing options through VUMC can be found here.
Metro-Nashville has testing locations open. In addition, there are additional testing sites in Tennessee and Kentucky.
Rapid tests that you can do at home may also be available at retail locations.